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HomeMy WebLinkAboutMinutes - 2006.03.01 - 36064 OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD  PONTIAC, MICHIGAN 48341-0470 Telephone: (248) 858-0100 FAX: (248) 858-1572 PERSONNEL COMMITTEE March 1, 2006 The meeting was called to order by Chairperson Jamian at 9:30 a.m. in C ommittee Room A, Auditorium Wing, County Service Center, Pontiac, Michigan. PERSONNEL COMMITTEE MEMBERS PRESENT: Greg Jamian, Thomas Middleton, Eric Coleman, Chuck Moss, William Patterson, Mike Rogers, John Scott, George Suarez, Mattie Hatchett and Jim Nash PERSONNEL COMMITTEE MEMBERS ABSENT WITH NOTICE: None OTHERS PRESENT: Human Resources Nancy Scarlet, Director Jennifer Mason, Manager Mary Pardee, Supervisor Karen Jones, Supervisor Heather Mason, Analyst Brenthy Johnston, Analyst Jordie Kramer, Analyst Dean Shackelford, Supervisor Cathy Shallal, Manager Information Technology Ed Poisson, Director Jim Taylor, Chief Management & budget Art Holdsworth, Deputy Director Community Corrections Barb Hankey, Manager Sheriff's Office Dale Cunningham, Business Manager Others Karen Parenteau, HAP Jeff O'Connor, HAP Nancy Johnston, ACS/Mellon Susy Heintz Avery, S.P.A. Board of Commissioners Commissioner Bullard, District #2 Commissioner Wilson, District #3 Larry Doyle, Administrative Director Sheryl Mitchell, Senior BOC Analyst Nancy Wenzel, Committee Coordinator Greg Jamian Chairperson Tom Middleton Majority Vice-Chair Eric Coleman Minority Vice-Chair Chuck Moss William Patterson Mike Rogers John A. Scott George W. Suarez Mattie Hatchett Jim Nash Personnel Committee Page 2 March 1, 2006 APPROVAL OF THE PREVIOUS MINUTES Scott moved to approve the minutes of January 25, 2006. Supported by Coleman. Motion carried on a voice vote. PUBLIC COMMENT None. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION – FISCAL YEAR 2005/2006 COMMUNITY CORRECTIONS COMPREHENSIVE PLAN GRANT AMENDMENT #1 ACCEPTANCE OF ADDITIONAL GRANT FUNDS AND CREATION OF ONE POSITION IN THE SHERIFF'S OFFICE The Department of Public Services/Community Corrections division applied to the Michigan Department of Corrections (MDOC) for $3,804,909 in grant funds for the period of October 1, 2005 through September 30, 2006. MDCO has released $63,000 in fund s held in abeyance from this Grant, $55,591 is intended to fund one position in the Sheriff's Office the balance will support a felony probation violator crew for the balance of the grant period. Future level of service, including personnel, will be conti ngent upon the level of funding available from the State. The Public Services Committee amended the resolution by adding the following paragraph: "BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant award and to approve any grant extensions or changes within fifteen percent (15%) of the original award, which are consistent with the original agreement as approved." Middleton moved the Personnel Committee Report to the full Board with the recommendation the resolution be adopted. Supported by Moss. Motion carried on unanimous roll call vote with Hatchett absent. MR #06021 DEPARTMENTS OF INFORMATION TECHNOLOGY, HUMAN RESOURCES AND MANAGEMENT AND BUDGET – APPROVAL OF REMOTE ACCESS AGREEMENT AND POLICY OakSource is the property of Oakland County and is intended for County business use only. This agreement applies to all users, including employees (full and part -time), contractors, volunteers, and other individuals who are provided access to OakSource. The OakSource Remote Access Agreement and Policy covers all information and electronic communications transmitted, stored or displayed, as well as the software and stored data. The terms of this policy and agreement are intended to prevent the unauthoriz ed disclosure of private or confidential data, information or materials to unauthorized third parties. Chairperson Jamian requested the Department of Information Technology return with a presentation depicting access to the employee self service application. Personnel Committee Page 3 March 1, 2006 MR #06021 DEPARTMENTS OF INFORMATION TECHNOLOGY, HUMAN RESOURCES AND MANAGEMENT AND BUDGET – APPROVAL OF REMOTE ACCESS AGREEMENT AND POLICY (Continued) Suarez moved the Personnel Committee Report to the full Board with the recommendation MR #06021 be adopted. Supported by Rogers. Motion carried on unanimous roll call vote. HUMAN RESOURCES DEPARTMENT – SALARY ADMINISTRATION PLAN 1ST QUARTERLY REPORT FOR FY 2006 The Salary Administration Plan for Salary Grades 1 –21 provides a process for departments and employees to request a review of the salary grade placement of classifications. This Report identifies six classification changes. Funds have been established in the Classification and Rate Change fund to implement salary grade changes. Two unused classification titles, Chief Circuit Court Investigator and Chief – Land Management will be deleted. The Facilities Management Department is appealing the study of a Maintenance Planner II position, the Job Evaluation Review Panel hearing has been set for April 26, 2006. Chairperson Jamian requested the Human Resources Department provide the Committee with a copy of their grading schedule. Patterson moved approval of the attached suggested resolution. Suppo rted by Moss. Motion carried on unanimous roll call vote. HUMAN RESOURCES DEPARTMENT – SOCIAL SECURITY NUMBER PRIVACY ACT POLICY The State of Michigan passed the Social Security Number Privacy Act, effective March 1, 2005, to limit the use of an individual's Social Security number. This policy is to protect the confidentiality of all Social Security numbers obtained by Oakland County. An employee who knowingly violates this policy will be subject to disciplinary action up to and including dismissal. Middleton moved approval of the attached suggested resolution. Supported by Coleman. Coleman moved to amend the resolution by adding the following three paragraphs: "WHEREAS Oakland County is required by the Michigan Social Security Number Privacy Act, Public Act 454 of 2004, MCL 445.81 et seq., (the "act") to create a privacy policy concerning the Social Security numbers that it may possess or obtain. The Social Security Number Privacy Policy will protect the confidentiality of all Social Security num bers obtained by Oakland County. It will also provide methods to ensure the confidentiality of Social Security numbers, prohibit their unlawful disclosure, limit access to and provide for disposal of documents that include them, and establish penalties for violations of the privacy policy. This Privacy Policy sets forth the County's policies and procedures regarding how Personnel Committee Page 4 March 1, 2006 HUMAN RESOURCES DEPARTMENT – SOCIAL SECURITY NUMBER PRIVACY ACT POLICY (Continued) Social Security numbers are obtained, stored, transferred, used, disclosed and disposed; and WHEREAS Oakland County will protect the confidentiality of Social Security numbers obtained in the ordinary course of county business from employees, vendors, contractors, customers or others. No person shall knowingly obtain, store, transfer, use, disclose or dispose of a Social Security number that the County may obtain or possess except in accordance with the Act and this Privacy Policy; and WHEREAS this Privacy Policy will apply to all elected officials, employees, volunteers, student interns, and others who handle Social Security numbers and other personal information such as independent contractors and/or third party administrators; and" Supported by Suarez. Motion to amend carried on a unanimous roll call vote. Main Motion as amended carried on a unanimous roll call vote. MR #06028 BOARD OF COMMISSIONERS – AMEND MISCELLANEOUS RESOLUTION #05048 – PERSONNEL APPEAL BOARD UPDATES MR #05048 was adopted in response to the backlog of cases before the Personnel Appeal Board and required the Human Resources Department to provide detailed monthly reports to the Personnel Committee on pending cases. At this time the Human Resources Department is requesting they be required to provide biannual reports to the Personnel Committee on the number of cases pending; how many sessions were held in the prior six months; how many cases were heard; and for each case that was heard and/or is pending – the date the request for a hearing was initially received. Middleton moved the Personnel Committee Report to the full Board with the recommendation MR #06028 be adopted. Supported by Coleman. Motion carried on a unanimous roll call vote. HAP PRESENTATION ("POWERED BY HAP") Karen Parenteau of HAP described HAP capabilities and their aspiration to once again be a "preferred" health care partner with Oakland County. Nancy Johnston of Mellon explained the purpose and uses of a Health Savings Account. Commissioner Coleman requested Blue Cross/Blue Shield be given an opportunity to explain their capabilities to the Committee. Personnel Committee Page 5 March 1, 2006 COMMUNICATIONS Suarez moved to Receive and File Communication Items A & B. A. Position Change Summary Report B. Personnel Appeal Board Update Supported by Patterson. Motion carried on a voice vote OTHER BUSINESS/ADJOURNMENT There being no further business to come before the Committee the meeting was adjourned at 10:52 a.m. _________________________________________ Nancy Wenzel, Committee Coordinator _________________________________________ Lawrence M. Doyle, Administrative Director NOTE: The foregoing minutes are subject to Committee approval.